Accounts Payable: Upload, Create & Submit an Invoice

Managing payments can involve numerous moving parts. With ManageCasa Payables, you can manage the entire process in one centralized location, with built-in approval workflows, streamlined payment processing, and accurate accounting records.

This article walks you through how to upload an invoice, create an expense transaction using Minii AI, and submit the invoice for approval.

Before uploading and submitting an invoice, make sure that:

• You have the appropriate role and permissions to access and manage Payables.
• Approval Rules have already been configured for your account before submitting an invoice for approval.

Steps:

1. Upload an Invoice

1. To begin, navigate to Accounting > Transactions > Minii Expenses.
2. Click Upload File and select the invoice from your local drive.
3. Once the invoice is uploaded, Minii AI will read the document and extract the essential details for you.
4. To begin creating the expense, click on the uploaded invoice or click the three-dot menu and select Review.

2. Review the Bill Information 

The invoice and Accounts Payable form will open, with key bill information automatically populated for your review, including:

• Bill Date
• Due Date
• Invoice Reference

If this is the first invoice from the vendor, the expense may initially appear as Incomplete.

Check the invoice to review the information. Minii AI will provide suggestions for you to confirm or adjust, including:

• Paid To – The vendor associated with the invoice
• Association or Property – The association or property related to the expense

You can manually edit or add details by typing and selecting an option from the dropdown menu. 

You can also use Minii AI's suggested matches, which intelligently recommends relevant information based on the invoice.

3. Apply Amounts by Account

Scroll down to Apply Amounts by Account.

Minii AI automatically detects the line items and amounts listed on the invoice. Assign each amount to the appropriate account by selecting an account from the dropdown menu or choosing from Minii AI's suggested accounts.

To add another line item, click Add New Line and enter the required details.

4. Review the Notes

Review the Notes section before creating the expense.

Minii AI automatically pulls relevant notes directly from the invoice. Review the information and make any necessary edits.

Once all details have been reviewed and confirmed, click Create Expense Transaction.

5. Review the Payable

After creating the expense transaction, navigate to Accounting > Payables.

The All tab is the default landing page and displays your expense invoices that need to be processed. You can use the available filters to view invoices by their current status, including Pending Approval, Approved, Failed and Paid. 

Click on an invoice to open and review its details. Depending on your permissions and the invoice status, you can also:

• Edit the invoice
• Set the posting date
• Download the invoice
• Copy the invoice
• Delete the invoice

6. Submit the Invoice for Approval

When the invoice is ready to move forward in the approval workflow, return to the List view and locate the invoice you want to submit.

Click the three-dot menu and select Send for Approval.

Once submitted, click the question mark icon to view the invoice's approval status and identify the user currently assigned as the pending approver.

Important Notes

• Review all invoice details before submitting an expense for approval.
• Minii AI's suggestions are based on the information detected from the uploaded invoice. Always review and confirm the suggested details before creating the expense transaction.
• The available actions and approval options may vary depending on your role and the invoice's current status.

Need Help?

If you have any questions or need further assistance, feel free to reach out to the ManageCasa Support Team or visit our Help Center for more guides and troubleshooting steps. We’re always here to help!